Visiting Scholar Sponsorship – J-1 Student Intern Program
Hosting a student for the J-1 student intern program involves many responsibilities for the hosting department or unit. These responsibilities are in addition to those required for all departments hosting J-1 scholars.
Hosts must:
Verify the student's English language ability, through an interview, by a recognized English language test, or by signed documentation from an academic institution or English language school.
This must be signed by the department, as well as the student being hosted
Design a program for the student to participate in that meets the student intern program requirements; this can be a pre-existing program, or one designed specifically for the individual intern.
A midpoint evaluation is required for programs lasting more than 6 months
Staffing and employment agencies cannot be involved in the student intern’s activities.
If the student intern will be doing activities involving any non-W&M or non-VIMS organizations, additional requirements will apply. Contact Emily Bailey for details.
table listing steps required
J-1 Student Intern Eligibility
To be eligible for sponsorship as a J-1 student intern, the individual must be enrolled as a current student in their home university abroad. The student intern program has many other requirements for program participants; please review these carefully.
Step 2: Obtain a Banner ID Number: The department will first need a Banner ID Number for the scholar. If the scholar will not be employed at W&M/VIMS, the department should request a W&M Affiliate Account.
When requesting a W&M Affiliate Account, it would be important to list the name as it appears on the scholar's passport, as they may have difficulty getting a campus ID card if the name differs.
Step 3:The department initiates the process through iStart
For detailed instructions on how to submit a J-1 scholar request in iStart, or for initial access if you have not used iStart before, see J-1 Scholar iStart instructions (pdf).
You will need the scholar's Banner ID number to complete the request.
Once in iStart, click on Departmental Services (on left sidebar). Select J-1 Student Intern Request
Complete the forms titled:
J-1 Student Intern Program Information – Including Form 7002, which you must complete, and have signed by your department and the student intern
J-1 Student Intern Information – This form will ask you to provide the scholar's email where they will receive an email to complete their forms
J-1 Student Intern Fee Form
Department Chair sign off: Once the department/sponsoring faculty member has completed its part in iStart, the department chair will receive an email from iStart to sign off on the request.
Step 4:Student intern completes their forms in iStart:
After the department has initiated the process, the visiting scholar will receive an email to complete biographical and funding forms through iStart. They will also need to upload the following documents to iStart:
copy of passport identity page (including for any dependents)
CV
documentation of funding (if not completely W&M or VIMS funded)
proof of enrollment for student’s current university
a statement/letter from student’s current university showing that the student internship will contribute to their degree
Please note that federal law also requires that all persons in J-1 and J-2 (dependent) status maintain adequate health insurance for the duration of their stay in the US.
Step 5:ISSP issues DS-2019 (J-1 Visa Eligibility Certificate)
Once steps 2 and 3 are completed, ISSP issues the DS-2019 document, and emails it to the scholar, along with instructions on how to apply for their J-1 visa.
Step 6:Scholar applies for J-1 visa at US embassy/consulate
The scholar applies for a J-1 visa at a US embassy or consulate in their country. Spouse and children may be issued DS-2019s to apply for J-2 visas.
Funding Requirements and Fees
Funding Requirements: All J-1 scholars must show adequate funding for their time at William & Mary or VIMS. This is a US government requirement. If the scholar will be paid by the university, that can count as proof of funding.
Health Insurance: Federal law requires that all persons in J-1 and J-2 (dependent) status maintain adequate health insurance for the duration of their stay in the US.
International Visiting Scholar Fee: A one-time fee of $350 is charged as part of the J-1 visa document request process in iStart. If the scholar needs J-2 visa sponsorship for a spouse and/or children, $75 will be charged per dependent.
The International Visiting Scholar Fee is usually paid by the scholar but sponsoring departments may offer to cover the cost of the fee.
W&M and VIMS employed scholars (e.g., international house fellows, post-doctoral researchers and visiting faculty with teaching appointments) are exempt from the fees.
SEVIS Fee and J-1 Visa Application Fee: These are government fees that the scholar needs to pay to apply for their J-1 visa to enter the US.
Estimated Timeline
From the time the Office of International Students, Scholars & Programs (ISSP) receives a complete request (all documents from department and scholar) it takes several business days to issue the DS-2019.
ISSP will then email the DS-2019 document to the scholar.
The scholar will then apply for their J-1 visa at a US embassy or consulate. For estimated times, see Visa Appointment Wait Times. Please note that visa processing times can often fluctuate. Administrative processing (security checks) at the embassy or consulate can add several weeks to that timeline.
